Expenses & conveyance
Review the claim. See the context.
Review field expenses with recorded travel details and supporting evidence.
Claims and approvals
Submit with supporting details
Employees submit expenses and conveyance claims through the app.
Check travel claims
Compare claimed distance with recorded travel and supporting odometer readings.
Keep approvals organised
Review claims through your configured approval process and track their status.
From request to approval.
Find pending expenses, check the supporting details and record the approved amount.
See which expenses need a decision.
Review pending claims by employee, date and amount in one queue.
- Open the claim that needs attention
- Switch between pending and completed reviews
Record the amount you approve.
Compare the claimed and calculated amounts, then save the decision with an explanatory note.
- Approve or reject the claim
- Keep the approved amount and note together
Track claims through to approval.
Review claimed and approved totals, then open the employee-level report for a closer look.
- Compare totals across the team
- Export the expense report
Travel reimbursement for field employees
A conveyance claim is easier to review when the distance, rate, purpose and supporting information are together. For a field sales or service team, a written travel policy also helps employees know what to claim before they submit it.
Define the company’s policy
Specify eligible journeys, vehicle categories, rates per kilometre, required receipts and the person who approves exceptions. A per-kilometre rate is a company policy choice; there is no single rate being prescribed here for every Indian business.
Make the calculation easy to check
For a distance-based claim, the basic calculation is eligible kilometres × the applicable rate. For example, 80 km at ₹5 per km gives ₹400 before any separately approved items. These are illustrative figures, not a NexaSync default or a statutory rate.
Review the context before approval
Compare the submitted distance with available recorded travel and supporting details. Location gaps, detours and policy exceptions may need clarification. NexaSync lets managers review claims and recorded travel; approval still needs the business’s judgement.
A practical example
A manager reviewing a day of client visits can check the recorded journey and visit details alongside the claim rather than relying only on a total distance sent in a message.
Check plan availability and pricing for conveyance rates and claim review before setting up your team.
Check Free and Pro plan capabilities for claim review, or use the field force software comparison to evaluate visits, attendance and expenses together.
A few practical questions.
Can we use our own conveyance rates?
Yes. NexaSync supports configurable reimbursement rates for vehicle types such as bikes and cars.
What can a manager check before approving a travel claim?
Managers can review claimed and recorded travel details, calculated amounts and supporting information such as odometer readings.
Can employees see what happened to their claim?
Yes. Employees can review claim status in the app after it moves through the approval process.
How do we calculate a field employee’s conveyance claim?
Use the recorded kilometres and your company’s rate per kilometre to estimate the claim. Managers review travel details and supporting photos, then record the approved amount. The rate is your company’s policy, not a universal reimbursement rate.
Can a manager approve a different amount from the claim?
Managers can compare claimed and approved amounts, record an approval or rejection, and add a note. Keep the supporting travel details with the decision for later review.
See how expense review works.
Bring a conveyance rate or sample claim to discuss.